1. DEFINITIONS

Platform: Earendel Platform, operated by AFL Solutions SRL, located at Via Angelo Bargoni 78F, Roma (RM), Zip Code 00153.

Organizer: Any individual, entity, or organization that creates, manages, or promotes events through the Platform, regardless of whether they use the Platform's ticketing, registration, or payment features. Organizers may leverage any combination of the Platform's modules, including website creation, program and abstract management, communications, attendee engagement, and analytics—with or without utilizing the registration or ticketing system.

Attendee: Any end user who participates in or purchases tickets for events hosted via the Platform.

User: Any individual utilizing the Platform, including both Organizers and Attendees.

Merchant of Record: Earendel Platform, when processing payments on behalf of Organizers.

Stripe: Stripe, Inc. and its affiliates, which provide payment processing and related services for the Platform.

Connected Account: A Stripe account linked to the Platform to facilitate payouts to Organizers.

2. ACCEPTANCE OF TERMS

By using the Platform, you agree to these Terms and Conditions, our Privacy Policy, and relevant external terms where referenced (including Stripe's terms).

3. PLATFORM SERVICES

Earendel Platform provides a comprehensive event and conference management solution, including:

  • Event setup and configuration (physical, hybrid, and virtual)
  • Automated website creation
  • Ticketing and registration management (optional for Organizers)
  • Abstract and paper submission/review
  • Speaker/program management with automated scheduling
  • Integrated marketing and communications (email, announcements, reminders)
  • Customizable registration forms and attendee management
  • Live streaming, on-demand content hosting, hybrid event capabilities
  • Integrated analytics, reporting, and certificates

Full feature details: https://earendelplatform.com/

The Platform also provides payment processing, ticket sales, and tax/VAT compliance services for Organizers opting to use these features, as detailed below.

4. MARKETPLACE FACILITATOR & MERCHANT OF RECORD

(Applies only to Organizers using registration and payment features.)

For ticket and registration sales, Earendel Platform may serve as the marketplace facilitator and merchant of record, processing all payments on behalf of Organizers.

The Platform is responsible for collecting, reporting, and remitting all applicable taxes (e.g., VAT, sales tax) in compliance with legal requirements for such transactions.

By using these services, Organizers authorize the Platform to collect payments, deduct applicable fees and taxes, and disburse the remaining proceeds according to the designated payout schedule.

5. FEES, PAYMENT PROCESSING, AND THIRD-PARTY COSTS

(Applies only to Organizers using registration and payment features.)

5.1 Platform Fees

The Platform charges a 2.5% service fee (calculated on gross ticket/registration amount) for each ticket or registration processed.

5.2 Stripe Payment Processing Fees

Payments are processed through Stripe (www.stripe.com) using Stripe Connected Accounts or other authorized online payment service providers.

Organizers and Attendees are responsible for applicable Stripe payment processing fees, which are added atop the ticket/registration price. Stripe's fee schedule may vary by region. For reference, typical Stripe fees are available at https://stripe.com/pricing.

Organizers are required to accept Stripe's Connected Account Agreement during the account setup process.

5.3 Fee Example

Example: If a ticket is sold for €100:

  • Earendel Platform Fee: €2.50 (2.5%)
  • Stripe Fee (example, actual may vary): (€2.90 + €0.30) = €3.20
  • Organizer payout: €100 − €2.50 − €3.20 = €94.30
5.4 Fee Disclosure

All Platform and payment processing fees are disclosed to the Organizer before publishing events. The Attendee is not separately notified of these processing fees.

By using the Platform, you agree to accept all Platform and Stripe fees.

5.5 Payouts

After ticket sales, the net proceeds—after deducting all applicable Platform fees, payment processing fees, and taxes—are disbursed to the Organizer's Connected Account via Stripe, in accordance with the specified payout schedule.

6. PAYMENTS, DATA SECURITY, AND STRIPE RESPONSIBILITIES

(Applies only to Organizers and Attendees using the Platform's payment features.)

6.1 Payment Processing and Card Data

All payments are processed exclusively through Stripe Checkout and Stripe Connect.

Earendel Platform and its infrastructure do not handle, process, transmit, or store any cardholder data. All sensitive payment information is securely entered directly into Stripe-hosted payment forms or iFrames, ensuring full PCI DSS compliance.

The Platform does not have access to or retain complete cardholder data and is not responsible for payment data breaches arising from third-party providers.

6.2 Stripe Responsibilities and Legal Relationship

Stripe is a third-party service provider that facilitates payment processing for the Platform and its users. All payment transactions are subject to Stripe's terms, privacy policy, and user agreements.

Organizers utilizing the Platform's payment services must accept the Stripe Connected Account Agreement and may be required to provide Stripe with necessary identifying information and banking details.

Stripe is solely responsible for processing payments, settling transactions, conducting anti-fraud checks, and ensuring PCI compliance. Any disputes, chargebacks, or investigations related to card transactions will be governed by Stripe's policies and managed through their platform.

The Platform disclaims any liability for actions, service disruptions, or compliance issues arising from Stripe's operations.

Users are responsible for reviewing and adhering to Stripe's Terms of Service, Privacy Policy, and Connected Account Agreement.

6.3 Shared Responsibilities Summary
Stripe Responsibility Earendel Platform Responsibility
Securing, processing, and storing cardholder data Never handles/sees cardholder data
PCI DSS compliance for payment forms Uses Stripe's secure hosted forms
Screening for fraud/AML on payment processing Provides platform event framework
Settlement to Connected Accounts Instructs/remits payouts via Stripe
Handling chargebacks on Stripe-processed transactions Forwards Stripe outcomes to Org.

7. ORGANIZER OBLIGATIONS

Organizers must provide accurate and complete event information and are responsible for event delivery and compliance with all applicable laws relevant to their events.

Organizers agree to the Platform's and Stripe's fee structures, payout timing, and refund policies where they use the Platform's registration/ticketing/payment modules.

Organizers must not circumvent the Platform for ticket/registration payments.

8. ATTENDEES OBLIGATIONS

Attendees must provide accurate and up-to-date information and consent to the processing of their payment and personal data by the Platform and Stripe, as outlined in their respective privacy policies.

Attendees are also bound by the event-specific policies set by Organizers, as communicated during registration or through the Platform.

9. CANCELLATION, REFUNDS, AND CHARGEBACKS

(Applies only to events processed through the Platform's ticketing/payment system.)

9.1 Organizer Cancellations

Organizers may cancel or reschedule events through the Platform. Tickets/registrations sold prior to cancellation are not eligible for refunds except where required by the Organizer's own policy or applicable law.

9.2 Attendee Refunds

Refunds for event cancellations, material event changes, or no-shows are governed by the Organizer's refund policy unless overridden by statutory protections or legal requirements.

In the absence of an explicit Organizer policy, the Platform's default is:

  • No refund if the event is cancelled or there is a significant change (such as main venue/date).
  • No refund for attendee non-attendance.
9.3 Chargebacks & Disputes

The Platform may withhold Organizer payouts in the event of chargebacks or payment disputes.

The Platform and Organizer will cooperate, but ultimate chargeback results and handling are determined by Stripe.

10. PROHIBITED ACTIVITIES

Users may not use the Platform:

  • For any unlawful or prohibited use;
  • To circumvent fee or tax processing;
  • To submit false, misleading, or infringing data;
  • To attempt to access, process, or intercept payment information outside of Stripe's provided forms/iframes.

11. DATA PROTECTION & PRIVACY

The Platform collects, processes, and protects personal data per the Earendel Platform Privacy Policy. All payment data is exclusively handled by Stripe as defined in its Privacy Policy.

12. INTELLECTUAL PROPERTY

Platform content, technology, and documentation are the sole property of AFL Solutions SRL or its licensors.

Organizers own their event content but grant the Platform a license to host, display, and promote event data as needed.

13. LIMITATION OF LIABILITY

The Platform's liability is limited to the fullest extent permitted by law.

Earendel Platform is not liable for event fulfilment or Organizer conduct, except its obligations as merchant of record and ticketing tax remitter (where applicable).

In no case is the Platform liable for Stripe's service failures, security breaches outside its control, or indirect/consequential damages.

14. INDEMNIFICATION

You agree to indemnify and hold harmless the Platform, its officers, directors, contractors, and affiliates from all claims, losses, or damages arising from breach of these terms or applicable law.

15. MODIFICATION OF TERMS

These terms may be updated. Continued use after updates constitutes acceptance of changes.

16. GOVERNING LAW & JURISDICTION

The terms are governed by the laws of Italy.

Jurisdiction: Rome, Italy.

17. CONTACT

Legal inquiries: aflsolutions@legalmail.it

AFL Solutions SRL, Roma (RM), Via Angelo Bargoni 78F, CAP 00153.

Business Registration/VAT: 16273151007

18. EXTERNAL TERMS REFERENCE

For payment processing, users and organizers also agree to be bound by:

19. PCI DSS and Card Data

Earendel Platform is designed to ensure that all payment card data is entered and processed exclusively through Stripe's secure payment infrastructure, utilizing iframes and hosted fields.

At no point does Earendel Platform's systems or personnel handle, process, or store cardholder data, effectively minimizing the risk of data interception.

This architecture aligns with our PCI DSS SAQ A compliance requirements, maintaining the highest security standards for payment processing.

For transparency, any additional PCI DSS documentation (e.g., the completed SAQ A self-assessment) may be provided upon request.